The Urban LEDS-II project requires the services of a solar photovoltaic technology service provider to undertake a detailed engineering design, procurement of unit components and other materials, components, installation, testing, and commissioning of (i) a 15 kWp Rooftop Grid-Connected Solar Photovoltaic System,(ii) LED solar street light kits, and (iii) capacity building training with material (Dos and Don’ts list, Visual charts, etc), Technical Handbook, O&M Manual for the beneficiary community and the personnel-in-charge of operations and maintenance (e.g., local governments of the Lao PDR, etc). The services rendered shall ensure that appropriate unit scale and installation are adopted with due consideration to factors such as electricity demand, installation location, as well as alignment with available international and national standards.

• Scope of work

 The following activities will need to be undertaken to help meet the objectives of the project.

Detailed engineering design and structural safety assessment

On-site assessment of the following:

• Civil structure of the building and rooftop, and areas where LED solar street light kits will be installed;
• Assessment with a simulation of the 15 kWp Solar PV system with total electricity generation and consumption at the pilot sites vs. reduction potential;
• Proposed ideas on how to install rooftop grid-connected SPV systems;
• Proposed ideas on how to install on the existing poles;
• Proposed ideas on how/where to install new LED solar street light kits at the park;
• GHI/sun path tracking/shading analysis for the building and roof
• Assessment of the grid infrastructure and building connection with a net-metering system
• Any SPV systems and LED solar street light kits technology coming outside of the Lao PDR is required to provide a permit letter in terms of installing and operating the solar technology from the relevant government institutions as well as proof that the spare parts are available locally.

Submit detailed engineering design for the installment of a 15 kWp Rooftop Grid-Connected Solar Photovoltaic System and LED solar street light kits and based on the results of the assessment for review and approval by ICLEI.

Procurement of unit components and other materials

Procurement of 15 kWp Rooftop Grid-Connected Solar Photovoltaic System, but not limited to the following:

Procurement of new smart LED solar street light kits (2 new poles with an installment of 4 LEDs per pole) to be installed at the Kaysone Phomvihane City Public Park not limited to the following:

Procurement of smart LED solar street light kits (3 sets) to be installed on the existing poles at the Nouhak Phoumsavanh Public Park not limited to the following:

Set up and installation

• Installation of 15 kWp Rooftop Grid-Connected Solar Photovoltaic System.
• Installation of new LED solar street light kits at the Kaysone Phomvihane City Public Park. The details of the poles are as follows:
• 2 new poles = 12m high (4 LED lights per pole)
• Installation of LED solar street light kits (on the existing poles) at the Nouhak Phoumsavanh Public Park. The details of the poles are as follows:
  • No. of the poles to be installed: 3 (to be installed at the parking lot) 
  • Size of the poles: 6m high

Testing and commissioning (including warranty period)

• Monitoring and regular maintenance for at least three (3) months after commissioning.
• The contractor will assume full liability for a 1-year performance guarantee after the signed acceptance report.
• The contractor also assumes liability for the manufacturer warranties of the respective system components/parts which shall have no less than a minimum warranty period of 3 years for each component.

Capacity building training for personnel in charge

• Conduct capacity building training for personnel-in-charge (city representatives) of maintenance of facilities on proper use and maintenance of the technology to ensure optimum efficiency.
• Develop the material (Do’s and Don’ts list, Visual charts, etc.), Technical Handbook, O&M Manual.
• Establish coordination mechanisms (i.e., focal persons) to facilitate on-site and remote assistance in the operation and troubleshooting of the technology after installation and testing period.

Deliverables and time frames

 A maximum of three (3) months is estimated to complete the deliverables as stated below. The following table lists the deliverables and their respective delivery date. The contractor will assume full liability for a one-year performance guarantee which shall cover removal, replacement, and/or repair of solar photovoltaic system components. The system components will have their own representative manufacturer warranties which shall maintain a minimum warranty period of three (3) years.

Proposal Requirements

The following information must be provided in the proposal:

1. A detailed system design technical proposal taking into consideration the minimum requirements outlined in this Terms of Reference (ToR). The technical proposal must also provide descriptions of the system’s design specifications, approaches to achieve conventional energy dependence reduction and less reliance on the national grid, and co-benefits of end-products while maintaining environmental safeguards.
2. A work plan with the corresponding timeline and financial proposal/bid duly signed by the bidder.
3. A system performance of the solar energy initiatives to be implemented that represents the amount of cost savings from carrying out its operating activities based on the following factors: 1) Average solar irradiance across Lao PDR (average amount of sunlight received on a daily basis for the specified area) 2) cost of electricity projected. Additionally, the service provider should be able to show the projected return on investment (ROI) based on system cost, energy generated by the system, and the cost of traditional grid-connected electricity.

The following information must be provided together in the proposal:

• Letter of Interest;
• Certified copy of valid business registration certificate with respective competency required for solar photovoltaic systems and LED solar street lighting system design and installation;
• Certified copy of respective Value-added tax (VAT) registration certificate, and other relevant financial and registration documents required for the organization to operate in the Lao PDR;
• A portfolio of similar projects previously undertaken including information on the Beneficiary, Capacity of Installation, Contract Value, Date of Commencement, Date of Commissioning, Contact Details;
• Details of method, tools, and equipment available to perform the work through considering the key indicators given in ToR;
• Testing certificates for system components to showcase conformance to applicable international and national standards;
• A detailed CV of technical personnel to be engaged for this project;
• The bidder shall produce original documents for cross verification as and when requested by ICLEI Southeast Asia.

Download the full ToR here.